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Food safety management system: a free HACCP plan template

Enter your business details and your cold enclosures: you get a template in three parts, with the questions each section has to answer. Free, no sign-up.

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Cold enclosures

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A4 portrait · 4 pages
Food safety management system (HACCP)

Full-service restaurant

Establishment: ........................
Address: ............................
Person responsible: ........................
Version: 1
Last updated: ..................

A working template, to complete and adapt to your activity. On its own this document is not a food safety management system: it reproduces the usual structure so you can write your own.

Contents
  1. Good hygiene practices
  2. HACCP plan
  3. Traceability and management of non-conformities
1. Good hygiene practices
1.1 Staff

Describe the hygiene training your team has had, the workwear and how it is laundered, the hand-washing protocol, and the fitness-to-work and health rules that apply to staff.

1.2 Premises, equipment and utensils

Describe the layout of the premises and the forward-flow principle, the condition and upkeep of surfaces, and the maintenance of refrigeration and cooking equipment.

1.3 Cleaning and disinfection plan

For each area and each piece of equipment, state the product used, its dilution, the frequency, who is responsible and how it is verified. Attach the product data sheets.

1.4 Pest control

Describe the preventive measures, the trap layout (with a bait plan), the contractor if you use one and how often they visit. Keep every intervention report.

1.5 Water supply

State where the water you use comes from and, where relevant, the treatments and checks carried out (ice, process water).

1.6 Waste management

Describe how waste is stored, separated and removed, and how used cooking oil and food waste are handled.

1.7 Temperature control

The cold enclosures on site and the limits set for them. Readings are recorded on the temperature log sheet attached to this document.

EnclosureLimitsReading frequencyResponsible
Chilled cold room0 to 4 °C
Refrigerated cabinet0 to 4 °C
Freezer≤ -18 °C

Describe what is done when a limit is exceeded (moving the stock, calling an engineer, disposal) and how the corrective action is recorded.

2. HACCP plan

The HACCP method (Codex Alimentarius), applied to the hazards of your own activity. Complete each principle; cold chain control is covered under 1.7.

PrincipleWhat it must coverYour answer
1. Hazard analysisBiological, chemical, physical and allergen hazards specific to your activity.
2. Critical control points (CCP)Steps where control is essential: cooking, chilling, cold storage.
3. Critical limitsThe measurable value that must not be exceeded at each CCP (temperature, time).
4. MonitoringWho measures, with what, how often, and where the measurement is recorded.
5. Corrective actionsWhat is done when a limit is exceeded, and what happens to the product concerned.
6. VerificationPeriodic checks confirming the system works (laboratory analyses, internal audits).
7. DocumentationRecords kept and the retention period you have set.
2.1 Critical control point table

One row per CCP identified (cooking, rapid chilling, cold storage, hot holding…).

CCPCritical limitMonitoringCorrective action
 
 
 
 
 
 
3. Traceability and management of non-conformities
3.1 Upstream traceability (goods-in)

Describe the checks made on delivery (temperature, appearance, use-by date, condition of packaging), how batch numbers are recorded, and how delivery notes and labels are kept.

3.2 Internal and downstream traceability

Describe how decanted products are labelled (secondary use-by date), how leftovers are handled and, if you deliver, how outgoing batches are identified.

3.3 Non-conforming products, withdrawal and recall

Describe how non-conforming products are set aside, the withdrawal and recall procedure, who has to be alerted and how the competent authority is informed.

Template provided free by kelvintrack.com - to be completed by the operator.

What a food safety management system contains

It is the reference document your business holds on food safety. It does not describe what the regulation says: it describes what you actually do to comply with it. That difference is what an inspector looks for, and it is why a template downloaded as-is and left blank is worth nothing.

It is usually organised in three parts: the good hygiene practices, covering staff, premises, cleaning, pests, water, waste and temperature control; the HACCP plan, which applies the seven Codex Alimentarius principles to the hazards of your own activity; and the procedures for traceability and non-conformity management, through to withdrawal and recall.

The document describes the procedure; the records prove it is applied. Cold chain control is where that gap shows fastest: the template above carries your enclosures and their limits, but it is the daily readings that count as evidence.

Related resource: the printable temperature log sheet - the record that goes with the temperature control section.

Frequently asked questions

A food safety management system is the document describing what your business does to keep food safe. It brings together three strands: good hygiene practices, a HACCP plan built on your own hazard analysis, and traceability and non-conformity procedures. It is usually one of the first documents an inspector asks to see.

The temperature section can fill itself in

KelvinTrack measures your enclosures continuously and keeps a timestamped history. On inspection day, “Inspection mode” generates a read-only link you hand to the inspector, with no account for them to create.

See how it works

See also

The other documents in the food-safety file, free to download or generate.

Food safety management system (HACCP)

Full-service restaurant

Establishment: ........................
Address: ............................
Person responsible: ........................
Version: 1
Last updated: ..................

A working template, to complete and adapt to your activity. On its own this document is not a food safety management system: it reproduces the usual structure so you can write your own.

Contents
  1. Good hygiene practices
  2. HACCP plan
  3. Traceability and management of non-conformities
1. Good hygiene practices
1.1 Staff

Describe the hygiene training your team has had, the workwear and how it is laundered, the hand-washing protocol, and the fitness-to-work and health rules that apply to staff.

1.2 Premises, equipment and utensils

Describe the layout of the premises and the forward-flow principle, the condition and upkeep of surfaces, and the maintenance of refrigeration and cooking equipment.

1.3 Cleaning and disinfection plan

For each area and each piece of equipment, state the product used, its dilution, the frequency, who is responsible and how it is verified. Attach the product data sheets.

1.4 Pest control

Describe the preventive measures, the trap layout (with a bait plan), the contractor if you use one and how often they visit. Keep every intervention report.

1.5 Water supply

State where the water you use comes from and, where relevant, the treatments and checks carried out (ice, process water).

1.6 Waste management

Describe how waste is stored, separated and removed, and how used cooking oil and food waste are handled.

1.7 Temperature control

The cold enclosures on site and the limits set for them. Readings are recorded on the temperature log sheet attached to this document.

EnclosureLimitsReading frequencyResponsible
Chilled cold room0 to 4 °C
Refrigerated cabinet0 to 4 °C
Freezer≤ -18 °C

Describe what is done when a limit is exceeded (moving the stock, calling an engineer, disposal) and how the corrective action is recorded.

2. HACCP plan

The HACCP method (Codex Alimentarius), applied to the hazards of your own activity. Complete each principle; cold chain control is covered under 1.7.

PrincipleWhat it must coverYour answer
1. Hazard analysisBiological, chemical, physical and allergen hazards specific to your activity.
2. Critical control points (CCP)Steps where control is essential: cooking, chilling, cold storage.
3. Critical limitsThe measurable value that must not be exceeded at each CCP (temperature, time).
4. MonitoringWho measures, with what, how often, and where the measurement is recorded.
5. Corrective actionsWhat is done when a limit is exceeded, and what happens to the product concerned.
6. VerificationPeriodic checks confirming the system works (laboratory analyses, internal audits).
7. DocumentationRecords kept and the retention period you have set.
2.1 Critical control point table

One row per CCP identified (cooking, rapid chilling, cold storage, hot holding…).

CCPCritical limitMonitoringCorrective action
 
 
 
 
 
 
3. Traceability and management of non-conformities
3.1 Upstream traceability (goods-in)

Describe the checks made on delivery (temperature, appearance, use-by date, condition of packaging), how batch numbers are recorded, and how delivery notes and labels are kept.

3.2 Internal and downstream traceability

Describe how decanted products are labelled (secondary use-by date), how leftovers are handled and, if you deliver, how outgoing batches are identified.

3.3 Non-conforming products, withdrawal and recall

Describe how non-conforming products are set aside, the withdrawal and recall procedure, who has to be alerted and how the competent authority is informed.

Template provided free by kelvintrack.com - to be completed by the operator.